This article provides information about e-PlanREVIEW® (EPR) partial document submittal, which some refer to as "partial intake." This page covers the pros and cons of using partial intake, including how document page sheet numbers factor into the process.
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About Partial Submittal/Intake
Partial submittal/intake is the process where an applicant uploads a partial plans set - usually consisting of just new and/or changed pages - instead of providing another full plan set during a resubmittal. While some agencies require applicants to provide full plan sets each time they submit or resubmit files, others allow - or even prefer - to let applicants only provide the changed pages during a resubmittal.
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EPR can be configured one of two ways: to prevent partial submittal/intake ("Partial Intake OFF") or to allow partial submittals ("Partial Intake ON"). This setting applies to EPR system-wide, so the configuration will affect ALL PROJECTS within EPR. It will also affect any integrated environments. This configuration is "OFF" by default, but an agency can request for the e-PlanSoft team to turn it "ON" if desired. This cannot be changed by the agency itself at this time. |
Partial Submittal OFF
Out of the box, EPR has partial submittal/intake turned "OFF." This means applicants will need to submit full plan sets during resubmittals as well as during the first submittal. A "full" plan set means that the set contains every page from the previous version; it can include extra pages, but cannot contain fewer pages than the previous version. When partial submittal is off, EPR will replace the existing version of each plan set page with the new version of that page (based on page order).
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Failure to submit plan set pages in the same order as the original submittal may result in reviewer markups being transferred to the wrong page on the latest plan set version. This reduces resubmittal review efficiency and can lead to more work for agency plan reviewers. |
Partial Submittal ON
When partial submittal/intake is turned "ON" per an agency's request, applicants are allowed to submit partial (incomplete) plan sets during resubmittals. A "partial" plan set is usually just the pages that are new or have changes since the previous version. When partial submittal is on, EPR will take the pages from the partial submittal and combine them with the pages from the previous submittal to create a new aggregate document. New pages are added at the end of the aggregate plan set, though these can be sorted later. If a page is identified as a new version of an existing page (based on "Sheet Numbers") it will replace the prior version of that page.
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If applicants do not follow sheet number recommendations (see below), EPR's ability to automatically transfer markups may be impacted. This can result in additional work for intake staff or other agency employees who will need to fill in missing or incorrect sheet numbers. |
Shared Limitations
The following requirements pertain to both configurations:
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If a page needs to be removed from the deliverable plan set that will be returned to the applicant, EPR has tools to allow agency staff to exclude the page. This can help clean up final/approved sets, for example.
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Partial Submittal ON Relies on Sheet Numbers
Partial submittal/intake relies on EPR being able to read sheet number information from each incoming document page to do one of the following:
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When partial submittal is ON, EPR will pop-up a notification on the Review page if any pages are missing sheet numbers. Users can either click "Go To Sheet Numbers" to add them or click "Dismiss" to ignore and work on the review page. It is strongly advised that staff fill in any missing sheet numbers as early as possible during a review cycle. |
Partial Submittal OFF and Sheet Numbers
With partial submittal OFF, sheet number information is not required.
If included on incoming documents, EPR may display sheet numbers on the review page thumbnail panel but will not use this information for page matching.
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How EPR Identifies Sheet Numbers
During the document render process, optical character recognition (OCR) runs to try to identify sheet numbers automatically. While OCR technology has limits, three main factors affect whether EPR can identify a sheet number properly:
- Location and Page Rotation
- Font Style
- Sheet Number Pattern
Location and Page Rotation
To reduce the potential for errors, EPR focuses on the lower right corner of the incoming page to try to identify the sheet number (as highlighted in red below):
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If EPR is unable to identify a sheet number, or if EPR misidentifies a sheet number during the automated process, users will need to manually add or edit the sheet number.
Font Style Guidelines
Certain fonts are more likely to result in successful sheet number identification than others. To provide the best chance for success:
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Sheet number identification works best when sheet numbers are drawn using serif fonts. For example, fonts where the characters below are clearly identifiable: The number '1' and |
Default Sheet Number Pattern
Out of the box, EPR uses a default sheet number pattern (based on best practice sheet numbering formats) to check incoming pages for potential matches. If a value matching the pattern is identified in the correct location, EPR will set that value as the page Sheet Number. To reduce the potential for mismatches, the default sheet number pattern follows these rules:
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| Hollow or Outline Fonts | Non-standard and Not Continuous (Broken) Fonts | Overlapping or Handwriting Fonts |
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Additional Sheet Number Patterns
If an agency expects applicants to supply sheets with a specific sheet number pattern that differs from the default discussed above, the agency can request that the e-PlanSoft team configures EPR to look for and accept this alternate (alt.) pattern. After meeting with the agency, the e-PlanSoft team will configure this alternate pattern as closely as possible using a regular expression. The e-PlanSoft team may then request a meeting with the agency to review the configuration before making it active.
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Agencies are limited to either one (1) global alternate sheet number pattern, or, if an agency is using the Project-level "Service Area" field, one (1) alternate sheet number pattern can be configured for each different "Service Area" value. |
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How Sheet Numbers Are Used
EPR checks a specific zone within incoming document pages to try to identify a sheet number that matches a predefined pattern. If it finds one, it will use the information one of two ways:
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Proper linking of page versions using Sheet Numbers allows EPR to automatically migrate markups (both comments, sketches, etc.) to the latest version of a document page, even when resubmitted plans consists of only new and changed pages instead of the full set.
Document Page Linking
Partial Submittal OFF (Default) | Partial Submittal ON | ||
With Partial Submittal OFF, sheet numbers are NOT required to link pages. Instead, EPR will link pages by the page position within the document. Limitation: Subsequent submittal versions CANNOT have fewer pages than the previous submittal version. | With Partial Submittal ON, sheet numbers ARE REQUIRED and EPR will link pages by the sheet numbers provided. This means subsequent submittal versions CAN have fewer pages than previous version. | ||
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| Comments are moved from version to version by the sheet numbers provided. In the example on the left, Submittal 1 has S2 as page 2 but then S2 is the first page in Submittal 2. This is okay because we are able to identify each page by their sheet number, so comments and other markups can be moved to the matching page. |
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Modifying Sheet Numbers During First (1st) Submittal
While the automated process is designed as a first pass for identifying sheet numbers, document pages and sheet numbers that don't fit the criteria described in previous sections can limit its effectiveness. To help with cases where automated identification is unsuccessful, the project Sheet Numbers tab offers users a secondary way to add missing sheet numbers or correcting mismatched sheet numbers. Using the Sheet Numbers tab to review sheet number accuracy is strongly encouraged.
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| Users are strongly encouraged to add any missing sheet numbers and correct misidentified sheet numbers as soon as possible to reduce the potential for mapping errors down the line. In particular, users are advised to add missing sheet numbers for a submittal before the next submittal is received. |
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Modifying Sheet Numbers for Resubmittals
Modifying sheet numbers for a resubmittal is similar to the process outlined above, with one important caveat: updates must occur sequentially, starting with the first submittal forward through the second submittal, third, etc.
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Remember that the goal of sheet numbers is to allow EPR to link previous and new page versions together. This allows markups from the previous submittal to be pulled forward into the new submittal so reviewers can pick up where they left off. |
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